Saint Louis Zoo Produce RFP 2024

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Agency:	Saint Louis Zoo
State:	Missouri
Level of Government:	State & Local
Category:	65 - Medical, Dental, and Veterinary Equipment and Supplies
Opps ID:	NBD16837433314793787
Posted Date:	Mar 27, 2024
Due Date:	Apr 11, 2024
Source:	Members Only

Market Basket by Department

Vendor Response Sheet

Attachment Preview

Project Name: Produce RFP 2024

Project Number: 2024-01-013

Issue for Bid

Project Manual

Date: March 27, 2024

Candace Bingham, CSDP

Director of Procurement and Supplier Diversity

Saint Louis Zoo

One Government Drive

St. Louis, MO 63110

cbingham@stlzoo.org

TABLE OF CONTENTS

INVITATION TO BIDDERS.............................................................................................................................. 3

SCOPE OF WORK........................................................................................................................................... 3

REQUEST FOR BID......................................................................................................................................... 8

APPENDIX A SAINT LOUIS ZOO STIPULATED SUM BID FORM ................................................................... 11

APPENDIX B SUPPLIER DIVERSITY UTILIZATION STATEMENT.................................................................... 15

APPENDIX C STATE OF MISOURI EXEMPTION FROM MISSOURI SALES AND USE TAX ON PURCHASES.... 18

APPENDIX D POLICY ON SUPPLIER DIVERSITY ON SAINT LOUIS ZOO CONTRACTS ................................... 19

INVITATION TO BIDDERS

PROJECT

Produce RFP 2024

SCOPE OF WORK

The Saint Louis Zoo (“Zoo”) Animal Nutrition and Food and Beverage Departments are

requesting proposals for a Produce Distributor Agreement. The intent of this Request for

Proposal is to establish an agreement to provide produce for the Zoo on a non-exclusive basis,

as required for a term of two (2) years with an option to extend two (2) years if mutually agreed

upon. All pricing for the core items is to remain firm for the length of the agreement. The Zoo

reserves the right to award to one or multiple vendors in order to establish a preferred

vendor(s).

I. Animal Nutrition Overview

a. Delivery Schedule

i. Normal delivery schedule is Tuesdays and Fridays with a delivery window

between the hours of 6:00 a.m. – 9:00 a.m. CST.

ii. Off day deliveries must be available if needed.

iii. The Orthwein Animal Nutrition Center has a receiving dock located at

Gate 3 on Wells Dr. and separate from the main distribution/ receiving

center

b. Missing/Rejected Deliveries

i. Prior notification of out of stock/ missing items is required to be

communicated to Zoo staff ahead of delivery.

ii. While rejecting of product is minimal, if any item is reported missing or

rejected, delivery of the item is to be made by noon the following day.

c. Weekly Usage- (refer to Attachment 1)

i. The Market Basket report represents the approximate weekly produce

purchases. While this does vary, this is solely provided as an estimate to

simplify the bidding process. It is NOT a complete list of all the items

Animal Nutrition will purchase from the selected preferred distributor(s).

ii. The Animal Nutrition purchase volume is estimated at approximately

$200,000 per year.

II. Food and Beverage Overview

a. Delivery Schedule

i. Food & Beverage requires the distributor must be available to deliver

daily as needed Monday-Friday. An occasional Saturday is possible.

Typically, deliveries are received twice per week.

ii. The Food & Beverage delivery window is 7:00 a.m. -10:00 a.m. CST.

iii. The Food & Beverage deliveries will be made to the Zoo’s main

distribution/receiving center.

b. Missing/ Rejected Deliveries

i. Prior notification of out of stock/ missing items is required to be

communicated to Zoo staff ahead of delivery.

ii. While rejecting of product is minimal, if any item is reported missing or

rejected, delivery of the item is to be made by noon the following day.

c. Usage- (refer to Attachment 2)

i. The Market Basket Report represents the products the Food & Beverage

department typically purchases each season. While this is not all

inclusive, it does serve as a reference to help understand the Zoo’s needs

for the bidding process.

ii. The Food & Beverage purchase volume is estimated at approximately

$90,000- $100,000 per year.

III. Pricing

a. True Cost-Plus Program

i. Definition of True Cost – The price of any item sold to the Zoo under the

winning agreement will be calculated on the basis of True Cost. “True

Cost” is defined as the cost of the product as shown on the invoice to the

distributor plus applicable freight only. No other charges should be added

to the invoice. The invoice used to determine True Cost will be the

invoice issued to the distributor by the supplier or by the purchasing

department of the distributor.

ii. In cases where the invoice cost to the distributor is not a delivered cost.

Applicable freight charges can be added to the cost of the product.

Applicable freight charges are not to exceed the rate charged by

nationally recognized carriers, operating between the same points, for

the same quantity of product, and the same type of freight service.

iii. The percentage mark-up on all items must be guaranteed for the full

length of the contract. Distributor’s TRUE delivered cost may change but

the Zoo’s markup shall remain the same throughout the full term of the

contract. The Zoo would prefer the mark-up to be consistent throughout

all product categories, but can be broke down based on product

category. (i.e. fruit, vegetables)

iv. The Zoo reserves the right to one annual price verification for purchases

made under the selected distributor agreement.

IV. Safety

a. Animal Nutrition requires pallet deliveries to be stacked no higher than five (5)

feet high.

b. Crisis refrigeration/ freezer mitigation- Vendor has a local cold storage facility

available at all times to house Zoo product for emergency cases.

c. Vendor must agree to food safety/ safety audits on-site visits from the Zoo’s

Safety and Purchasing teams.

d. Vendor holds a current Food Safety Audit Certificate

V. Customer Service

a. Vendor has a dedicated local sales representative to the Zoo’s account.

b. Vendor has a dedicated local customer service representative to the Zoo’s

account.

c. Vendor has a refrigerated delivery vehicle that can accommodate perishable

products.

d. Delivery driver’s must be able to present licenses upon request.

VI. Reporting Standards

a. Vendor provides a business review by department on an annual basis.

b. Vendor provides an annual case report by commodity summary annually to the

Zoo.

VII. Approval Process

a. Vendor has an approval process with their growers and/or shippers.

b. Vendor has an approval process with their client.

VIII. Insurance Requirements, (proof required)

a. Business Insurance

b. Cyber Insurance

IX. Sustainability

a. Vendor has a Green or Sustainability policy

b. Vendor holds a Green or Sustainability certification

ATTACHMENTS

1. Market Basket by Department

2. Vendor Response Sheet

PROPOSAL DELIVERABLES

Submitting vendors should include the following with their proposals:

1. Stipulated Sum Bid Form

2. Utilization and Assurance Statement included as part on the Policy on Supplier Diversity

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